| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Housekeeping | Add any new topics to the agenda Take a temperature check / How is it going? Confirm Minutes Recorder for this meeting - Ross Anastos Co-Chair Follow-up
| 5 min | Greg | Shared Google drive Questions can be added to Slack Channel (and responses), then they’ll be incorporated into the agenda. Need Co-Chair decision to be made by the end of the month.
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| 2 | Team Charter Affirmation | | 5 min | Greg | Team Charter | | |
| 3 | Follow-Up: Confluence Spaces Granted View Access in May | | 5 min | | Greg confirmed with SILS PMs that they are trying to keep administration of Confluence as simple and open as possible for transparency and sharing. They will need to learn more about private pages and more granular permissions, but for now pages will not be restricted. Any visible PDCG documentation within Confluence, including meeting minutes, must not contain any information that could be deemed private patron data
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| 4 | Tasks & Deliverables | Confirm - Has everyone located and begun reviewing the migration form and data extraction documentation for your current ILS system? Confirm - Single UC-wide patron record database or separate institutional patron databases? Confirm - Should we migrate expired patron records? From Governance Charge -
An inventory of current patron data sources and system integrations at the campuses. A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration. A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group. A register of post-migration quality control tests and results from each campus implementation team. Due late 2021. A final report of any ongoing post-migration data issues. Due late 2021.
| 30 min | Greg | Status - Link to document in Outcome column. Documentation illustrates fields that need to be focused on and fields that might be different. IC will be responsible for downloading, completing and submitting forms. Communication needed between you and them to ensure nothing is missed.
Status- Single UC-wide patron record database or separate institutional patron databases? Greg opened a Decision page within the IC Confluence space and is still awaiting response Priority options are being evaluated
Due date is currently May 21, 2020 Initial preference is to have a decentralized patron database. CSU’s strongly recommend.
Status - Should we migrate expired patron records? Greg opened a Decision page within the IC Confluence space and is still awaiting response Due date is currently May 21, 2020
From Governance Charge - An inventory of current patron data sources and system integrations at the campuses. Greg confirmed with Caitlin Nelson and IC group that this requested inventory already exists and need not be replicated. See Major integrations The ICs are currently working on the completion of 3rd Party Integration spreadsheets and may communicate with their respective PDCG member for information related to any patron data (e.g., Student Information Systems) integrations; the spreadsheet is due to Ex Libris by May 29, 2020
A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration. How best to document this for the group? Example of UCSD spreadsheet can be a good place to start - but do what makes sense for you and your data. Still waiting on an answer for single database standardization, but for now we can focus on our own data. Some of your data might transfer directly into Alma, some might not.
A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group. Impacted highly by decision above regarding single or separate patron databases If we’re decentralized, there might not be a need (or very limited: ILL). How do we identify a student from another campus (does it happen seamlessly on the backend?).
How best to document this for the group? Tabled.
| | All - 1. Locate and begin reviewing the migration form and data extraction documentation for your current ILS system. Link to main page in the Outcome column, the form for your ILS should be listed on that page. All - 4b. Begin creating your local patron data audit and cleanup document |
| 5 | Homework | Document what we need to be working on and questions we may have | | | | | All - (ONGOING) Add questions for up stream David will create a folder in the shared Google drive and a document whereby will will establish guidelines for completing meeting notes. All team members will review and make comments (Due next week: the 18th). All - Provide examples of master (anonymous) patron data cleanup spreadsheets or documentation into folder in Google Drive. |
| 6 | Parking Lot | Capture important topics for future discussion | | | | | |
| 7 | | Total | x/x | | | | |